Job Description – Accounts Executive

GEM Hospital & Research Centre Pvt. Ltd.

1. Key roles and responsibilitiesA. Daily accounting operations

- Record daily financial transactions accurately in the accounting software or ERP system.
- Prepare and post journal entries, payment vouchers, receipt vouchers, contra entries, and adjustment entries.
- Maintain general ledger, cash book, bank book, and other subsidiary ledgers.
- Verify supporting documents before processing accounting entries.
- Ensure transactions are posted to the correct ledger, cost centre, department, and accounting period.
- Maintain proper filing and retrieval of vouchers, invoices, receipts, and supporting documents.
- Identify and resolve accounting discrepancies in coordination with the Accounts Manager.

B. Accounts payable and vendor management

- Verify vendor invoices against purchase orders, goods receipt notes, service confirmations, and applicable approvals.
- Process vendor bills for medicines, medical consumables, equipment, maintenance, housekeeping, utilities, and other hospital expenses.
- Check invoice calculations, supporting documents, tax details, and approval status.
- Prepare vendor payment schedules according to approved credit terms and cash-flow priorities.
- Maintain vendor ledgers and reconcile supplier statements.
- Follow up on outstanding invoices, debit notes, credit notes, and vendor discrepancies.
- Ensure payments are released only after required authorization and verification.

C. Accounts receivable and revenue reconciliation

- Reconcile hospital billing and collection reports with accounting records.
- Coordinate with OPD billing, IPD billing, pharmacy, diagnostics, insurance, TPA, and corporate billing teams.
- Track outstanding receivables from corporate clients, insurance companies, and other authorized credit customers.
- Verify receipts, credit notes, refunds, and other revenue-related adjustments.
- Assist in monitoring overdue balances and preparing ageing reports.
- Investigate differences between billing software reports, collection records, bank deposits, and ledger balances.
- Escalate unresolved discrepancies and long-pending receivables to the Accounts Manager.

D. Bank and cash reconciliation

- Perform daily or periodic reconciliation of bank accounts against accounting records.
- Verify bank statements, payment confirmations, bank charges, and direct credits.
- Coordinate with billing and cash collection teams to reconcile daily collections.
- Monitor outstanding cheques, failed transactions, duplicate payments, and unidentified receipts.
- Prepare bank reconciliation statements and follow up on unreconciled items.
- Maintain records of cash advances, imprest funds, and petty cash where assigned.
- Ensure cash handling and bank transactions comply with approved financial controls.

E. Statutory compliance and taxation

- Assist in preparing and maintaining documentation for applicable GST, TDS, and other statutory requirements.
- Verify tax-related details in vendor invoices and accounting entries.
- Support preparation of GST-related reconciliations and TDS working papers.
- Assist with timely filing of statutory returns and payment of applicable dues under the supervision of the authorized finance personnel or tax professional.
- Maintain records of tax invoices, credit notes, withholding tax deductions, and statutory payment challans.
- Coordinate with external auditors, tax consultants, and statutory authorities through authorized channels.
- Keep track of compliance deadlines and escalate pending requirements to the Accounts Manager.

All statutory activities must be performed according to the hospital's applicable registrations, legal obligations, and approved review and authorization procedures.

F. Payroll and employee-related accounting

- Assist in payroll accounting and preparation of salary-related journal entries.
- Reconcile payroll summaries with accounting records and approved employee data.
- Coordinate with HR regarding salary advances, reimbursements, deductions, and employee recoveries.




- Assist in maintaining supporting records for applicable employee-related statutory contributions and deductions.
- Verify approved expense claims and employee reimbursements before processing.
- Maintain confidentiality of salary information and employee financial records.

G. Fixed assets and inventory accounting

- Maintain fixed asset registers and supporting purchase documentation.
- Record additions, disposals, transfers, and depreciation entries as approved.
- Coordinate physical verification of assets with biomedical engineering, IT, purchase, and user departments.
- Reconcile fixed asset records with the general ledger.
- Assist in verifying inventory-related accounting entries for medicines, consumables, stationery, and other hospital supplies.
- Investigate differences between physical stock records and accounting balances in coordination with the concerned departments.

H. Financial reporting and month-end closing

- Assist in preparing monthly trial balances, ledger schedules, expense statements, and reconciliation reports.
- Prepare department-wise expenditure reports and cost-centre summaries.
- Support the preparation of monthly income and expenditure statements and management reports.
- Review outstanding advances, vendor balances, receivables, and suspense accounts.
- Assist in accruals, provisions, prepaid expense adjustments, and depreciation entries.
- Complete assigned month-end closing activities within approved deadlines.
- Provide accurate supporting data for budgets, financial forecasts, and management reviews.

I. Audit and internal controls

- Prepare vouchers, ledgers, reconciliations, and supporting schedules for internal, statutory, and other authorized audits.
- Ensure accounting transactions are supported by valid documentation and appropriate approvals.
- Follow segregation-of-duties requirements and the hospital's financial delegation matrix.
- Report suspected fraud, duplicate payments, unauthorized transactions, and control weaknesses.
- Assist in responding to audit observations and implementing approved corrective actions.
- Maintain financial records according to applicable retention policies.

J. Coordination and professional conduct

- Coordinate with HR, Purchase, Stores, Billing, Pharmacy, Administration, and other departments.
- Maintain skilled communication with vendors, banks, auditors, and internal stakeholders.
- Protect confidential financial, employee, patient, and vendor information.
- Participate in finance meetings, training programs, and process-improvement initiatives.
- Perform other accounting and finance-related duties assigned by the Finance Manager.

2. Educational qualifications and experience

Requirement

Details

Educational qualification

B.Com. / B.Com. Computer Applications / M.Com. / relevant finance qualification

Experience

2–4 years in accounting, preferably in a hospital or healthcare organization

Accounting knowledge

General ledger, accounts payable, accounts receivable, bank reconciliation, and month-end closing

Taxation knowledge

Working knowledge of applicable GST, TDS, and statutory documentation

Software proficiency

Tally Prime, ERP/accounting software, MS Excel, and email

Excel skills

Formulas, lookup functions, PivotTables, reconciliation, and financial data analysis

Communication

Good written and verbal communication in English; Tamil desirable

Personal attributes

Accuracy, integrity, analytical thinking, time management, confidentiality, and teamwork

Preferred candidates: Applicants with experience in hospital accounting, insurance/TPA reconciliation, vendor payments, healthcare revenue reconciliation, and multi-department cost-centre accounting.

3.



Key Result Areas (KRAs) and Key Performance Indicators (KPIs)

The following are suggested performance indicators for management approval.

KRA

KPI / measurement

Suggested target

Accounting accuracy

Accuracy of accounting entries in audited samples

≥ 99%

Bank reconciliation

Reconciliation completed within the approved timeline

100% on schedule

Vendor payments

Approved invoices processed within agreed timelines

≥ 95%

Receivables management

Outstanding balances reviewed and ageing reports submitted on schedule

100% as scheduled

Statutory compliance

Assigned documentation and working papers completed before deadlines

100% on schedule

Month-end closing

Assigned closing activities completed within the approved calendar

100% on schedule

Financial reporting

Reports submitted accurately and on time

100% on schedule

Audit support

Assigned audit schedules and supporting documents provided on time

≥ 95%

Documentation

Availability of complete supporting documents in audited samples

≥ 98%

Internal controls

Compliance with approval, payment, and reconciliation procedures

100% compliance with mandatory controls

Performance should be measured using documented records, accounting system reports, audit findings, and approved departmental targets. Any material financial discrepancy or suspected fraud must be escalated regardless of KPI achievement.

4. Authority and limitations

The Accounts Executive is authorized to:

- Record and reconcile transactions supported by appropriate documents.
- Prepare payment proposals, vouchers, statements, and reconciliation schedules.
- Follow up on outstanding balances and missing documentation.
- Identify discrepancies and recommend corrective entries for approval.
- Communicate with vendors and internal departments regarding routine accounting matters.

The Accounts Executive is not authorized to:

- Approve payments, refunds, write-offs, or journal adjustments beyond formally delegated authority.
- Change approved vendor bank details without the prescribed verification and approval process.
- Release payments without the required supporting documents and authorization.
- Alter financial records to conceal errors or unauthorized transactions.
- Independently provide formal tax or legal opinions beyond their competence and delegated responsibilities.
- Disclose confidential financial or employee information to unauthorized persons.

5. Working conditions

- Work in the hospital's Finance & Accounts Department or assigned branch.
- Follow prescribed working hours and attendance policies.
- Support month-end, year-end, audit, and statutory compliance activities when required.
- Coordinate with clinical and non-clinical departments to obtain accounting information.
- Handle confidential financial records and sensitive business information responsibly.
- Comply with the hospital's code of conduct, IT security policies, and financial procedures.

6. Reporting structure

Finance Manager / Head of Finance

Accounts Manager / Senior Accountant

Accounts Executive

The final reporting structure should follow GEM Hospital's approved organizational chart.

7. HR documentation and NABH-oriented requirements

Maintain the following records, as applicable:

- Approved job description with document number, version, and effective date.
- Qualification, experience, and reference verification records.
- Induction and orientation checklist.
- Accounting software and financial-process competency assessment.
- Training records for financial controls, confidentiality, fraud prevention, and applicable statutory procedures.
- Performance appraisal linked to approved KRAs and KPIs.
- Attendance and training-effectiveness records.
- Periodic job-description review and employee acknowledgement.

These records support HR governance and audit readiness. The final documentation should be reviewed against the hospital's current applicable NABH standards and internal policies.

Pay: ₹18,000.00 - ₹25,000.00 per month

Benefits:

- Provident Fund

Work Location: In person

📌 Account Executive (Ramanathapuram)
🏢 Gem Hospital & Research Centre
📍 Ramanathapuram